Documentation Index
Fetch the complete documentation index at: https://docs.techfootintl.com/llms.txt
Use this file to discover all available pages before exploring further.
Overview
In SpreeSuite (BillSpree), Credit Notes and Debit Notes are created as Invoice Notes against an existing customer bill. They are not standalone documents with a separate credit balance pool.
Each note:
- Selects one or more bill line components (or manual invoice lines)
- Specifies an amount per line (up to the original line amount)
- Saves an
InvoiceNote record with line detail in InvoiceNoteLine
- Posts a ledger journal entry immediately (AccSpree)
- Updates cumulative totals on the bill:
creditNoteAmount and debitNoteAmount
Purchase invoices do not show the Create Note action in the UI.
Credit Note vs Debit Note
| Credit Note | Debit Note |
|---|
| Purpose | Reduce what the customer owes on this bill | Increase what the customer owes on this bill |
| Bill field updated | creditNoteAmount (cumulative) | debitNoteAmount (cumulative) |
| Typical use | Returns, overcharge correction, post-invoice discount | Undercharge correction, extra fees after invoice |
| Accounting (simplified) | Debit receivable, Credit component/revenue account | Credit receivable, Debit component account |
Multiple notes can be created for the same bill. Amounts add up on the bill. There is no built-in void or reverse flow for posted invoice notes in the current release.
How the bill total changes
On View Bill, the footer shows:
- Net Total — original bill total
- Total LP — late payment charges (if any)
- Credit Note Amount — sum of all credit notes on this bill
- Debit Note Amount — sum of all debit notes on this bill
- Total — adjusted amount:
Total = Net Total + Total LP − Credit Note Amount + Debit Note Amount
Prerequisites
Before creating a note:
- Open a customer bill in Billing → View Bill.
- Bill status is typically POSTED, PARTIAL-PAID, or PAID.
- Each line must be account-backed:
- Subscription bills: connection accounts mapped to service components, plus component accounts in the package definition
- Single/manual invoices: bill unsettled account and line accounts must be configured
- Line amount must be greater than zero; note amount cannot exceed the line original amount.
Create a credit or debit note
Step 1 — Open the bill
Go to Billing, open the bill, and use View Bill.
Step 2 — Open Create Note
Click Actions → Create Note. (Requires unrestricted billing access.)
| Field | Description |
|---|
| Note Type | Credit or Debit |
| Reason | Optional; stored on the invoice note header |
| Use (per line) | Select which bill components to include |
| Note Amount | Amount to credit or debit (≤ original amount) |
| Description | Optional per-line text (used on journal lines) |
Step 4 — Submit
Click Create Note. On success:
- A confirmation shows Invoice Note ID and Transaction Number
- The bill footer refreshes with updated credit/debit amounts
- The Invoice Notes section lists the new note
Step 5 — Review invoice note history
Scroll to the Invoice Notes card on View Bill.
| Column | Description |
|---|
| Invoice Note ID | Unique note identifier |
| Type | credit or debit |
| Status | POSTED after successful journal posting |
| Total Amount | Sum of selected line amounts |
| Transaction Number | AccSpree journal transaction reference |
| Created Date / By | Audit fields |
Credit note — when to use
Use a credit note when the customer should pay less than the invoice total:
- Returned goods — credit product or charge lines partially or fully
- Billing error (overcharge) — credit the excess on specific components
- Post-invoice discount or goodwill — credit selected charge lines
Effect: creditNoteAmount increases → bill Total decreases → receivable balance is reduced after the journal posts.
Debit note — when to use
Use a debit note when the customer should pay more than the invoice total:
- Undercharged invoice — add the missing amount on specific components
- Extra fees agreed after the original invoice
Effect: debitNoteAmount increases → bill Total increases.
Troubleshooting
| Issue | Likely cause |
|---|
| Create Note missing | Purchase invoice, or insufficient access level |
| No eligible components | Lines missing account mapping or zero amount |
| Journal entry failed | AccSpree / chart of accounts configuration |
| Totals unchanged after success | Refresh the bill; verify creditNoteAmount / debitNoteAmount in the database |
| Component does not match bill | Incorrect componentID or columnName for that bill |
